Summer is a busy time for the biggest name in dance music ­ Ministry of Sound (MoS). From its famous London nightclub headquarters it runs more than 500 events each year ­ providing DJs, music and tours to franchised clubs around the world ­ as well as its Ibiza summer parties. In addition, MoS is Europe’s largest independent record label, producing compilation albums featuring many top artists.

“We’re based in one office, but also have people at the international clubs and, of course, our strong presence in Ibiza during the summer months,” says James Bacchus, head of operations. “We need them to be able to keep in touch when overseas and communicate securely internally.”

Faced with an ageing phone system that not only started to suffer from reliability problems but had also reached capacity, MoS searched for an up-to-date, multi-channel communications system that would meet its diverse needs. “We wanted more functionality, reliability and also to make the most of the up-to-date computers that most users have on their desks and take along when travelling,” says Bacchus.

Already a fan of instant messaging, MoS was looking for a cost-effective way to unify and simplify its communications through a desktop interface, eliminating the need for multiple devices.

After reviewing a number of products, the company chose a system from NEC Philips that integrated all voice and IT communications using Microsoft Live Communications Server.

Presence information allows users to see if people are online, and because it is integrated with calendar information the system knows if they are in a meeting, or on a call.

“If you see that somebody is online, often a quick instant message sorts out a query. Instant messaging has helped to reduce the volume of internal email,” says Bacchus. “Although we haven’t monitored it formally, the new system is changing the way we choose to communicate with each other ­ we no longer automatically pick up the phone or write an email.”

The new system has improved connectivity for all employees, whether they are working remotely on a mobile abroad or from home, making it easier for staff to contact each other and be more productive while away from the office.

“Once you have the technology in place, incremental benefits start to appear ­ availability and presence, reduced email volumes, secure file transfer without emailing, remote working capabilities and having one communications extension regardless of where you are, or what device you are using. It all adds up,” says Bacchus.